Administrative Support Specialist (Confidential Office Support II)
Sonoma State University
March 3, 2018
Rohnert Park, California
Administrative Support Specialist (Confidential Office Support II)
Sonoma State University
Job ID: 104493 Location: Sonoma State University (Rohnert Park, CA) Full/Part Time: Full Time Regular/Temporary: Regular
Department Name Faculty Affairs
Salary and Benefits The salary range for this position is $2,450 to $5,398 a month. Starting salary placement depends on qualifications, experience and salary budget, and will not exceed $3,765 a month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.
Application Deadline This position remains open until filled.
Conditions of Employment This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to the Associate Vice President for Faculty Affairs (AVP), with additional lead work direction members of the Faculty Affairs team the incumbent initiates, coordinates, and implements a variety of administrative duties in support of all Faculty Affairs related operations. The incumbent is responsible for providing support for clerical and administrative functions associated with all programs managed through Faculty Affairs. Contacts involve interaction with all levels inside and outside the university, and incumbent will provide lead work direction to student employees. The full range of work activities includes supporting and coordinating general office activities; preparing, processing and compiling of data and reports; handling sensitive information; sorting and distributing mail; arranging meetings and events; making travel and other arrangements; and coordinating work duties. These duties as well as the requirements of this position designate this position as 'confidential' in accordance with the provisions of the Higher Education Employer-Employee Relations Act (HEERA).
Working relatively independently under general direction, assignments are varied involving the use of judgment, and courses of action are guided by interpretation of policies and procedure to make appropriate decision. The incumbent routinely uses the Common Management System/PeopleSoft system to track a variety of faculty processes, manages the flow of visitors and callers to the Office of the Provost, and trains Student Assistants to provide basic information and materials about the programs housed in the Office of the Provost and related campus programs. Other major duties of the position include, but are not limited to, the following:
Processing of employment transactions for faculty, academic student employees, extended education and faculty related special consultant appointments, reviews and posts job opportunities for Unit 11 positions. The incumbent manages the front office reception area, responds to phone, e-mail and in-person inquiries, and is responsible for the hiring, training and supervision of the student assistant positions. Interface with OnBase document management system and faculty Personnel Action Files. Represents Faculty Affairs on committees and meetings as needed, maintain faculty listings for the campus, i.e. the university catalog, commencement program; emeritus listing, prepare reports as needed for Faculty Affairs, the campus community and the Chancellor's Office. Collaborate with the Assistant to the AVP on activities relating to the overall operations and responsibilities of Faculty Affairs. Gathering and organizing information and data; performing limited research; assembling reports; coordinating events, meetings, designing and customizing forms; as well as making operational and procedural recommendations for improvements of the workflow.
In support of Faculty Affairs team, the incumbent assists with calendars, management of the division conference room and in the coordination of Faculty Affairs related activities and programs. The incumbent also responds to requests for employment verifications for faculty, and manages the supply ordering process, maintenance for office suite copier, printers and small office equipment. Provides word-processing and spreadsheet support using Microsoft Word and Excel; enters or reviews data in PeopleSoft.
Additional duties may include providing general office assistance; photocopying, scanning, record keeping and tracking; personnel documents, order forms and other standard paperwork; preparing and updating documents for distribution or for the web; updating and maintaining forms and handouts, coordinating special events and trainings and ordering of office supplies for the unit and assisting the AVP for Faculty Affairs in other projects and/or assignments.
Performs other secondary duties as assigned.
Duties take place primarily in an office setting at Sonoma State University, with additional duties performed both indoors and outdoors in various locations on campus as it relates to participating and supporting events and programs. Typical hours for the position are standard campus hours Monday through Friday. Actual work hours may vary on occasion to support department needs, events and programs. This may include overtime, weekend and evening work as assigned to meet the operational needs of the department and campus. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the appropriate administrator and work as scheduled for SSU's Commencement ceremonies which are normally in May. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. The position may also require occasional travel, by automobile or airplane, and overnight stays away from campus.
Qualifications The equivalent combination of two years of education after high school and two years of progressively-responsible, directly-related work experience is required, or a combination thereof education and experience sufficient to perform the essential job functions. Bachelor's degree and prior experience in a support role within higher education preferred. The incumbent must demonstrate and possess the ability to efficiently and effectively organize and prioritize competing work demands appropriately. Strong knowledge of computers and intermediate proficiency with Microsoft Office (Word and Excel). PeopleSoft experience preferred. The incumbent must be able to analyze, or learn to analyze, faculty appointment transactions and translate results of analysis to effective and accurate PeopleSoft data entry and reporting methods. Experience in web development pertaining to Faculty Affairs, and recognizing announcements or other materials sent out by office that should be on the web site. Ability to independently interpret and apply policies and procedures and explain them to others. Ability to apply independent judgment, discretion, and initiative when addressing problems and develop practical solutions. Must have excellent written and oral communication skills, including a basic foundation of English grammar, spelling and punctuation, and the ability to communicate effectively, proofread and edit written materials. Possess strong organizational skills, and ability to work effectively with highly detailed tasks. Ability to establish and maintain cooperative working relationships with all elements of the University community. Ability to maintain confidentiality and apply discretion as appropriate. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.
Application Process Click the 'Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1.Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
In your cover letter, please identify the two most important qualities you would bring to support you in this role.
2.Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: This position may be considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apartment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.